Space Utilization

• Should I wait until I receive my Space Utilization Report in April before entering changes in the Space System?
  

• If there are no changes since last year's Space Survey do I need to return the Space Utilization Report for this year?
  

• Which function code do I select for a lounge?
  

• We have a room that fits two different room type categories. Which room type code should I use?
  

• What is the difference between a Conference Room 350 and a Meeting Room 680?
  

• A visiting professor used a room during the fiscal year. How should this room be coded for Indirect Cost purposes?
  

Question:
Should I wait until I receive my Space Utilization Report in April before entering changes in the Space System?

Answer:
Changes may be entered anytime after space processing is reopened for the new fiscal year. This usually occurs in late August or early September. Keep in mind that room function coding should reflect activities for the entire fiscal year.

Question:
If there are no changes since last year's Space Survey do I need to return the Space Utilization Report for this year?

Answer:
Yes. As a part of the certification process the Space Utilization Report must be returned with a proper signature and date.

Question:
Which function code do I select for a lounge?

Answer:
If your department is single function or if the lounge is used by people for one function then the lounge should coded to that function.

If the lounge is used by an academic department with two or more functional activities and the distribution cannot be readily determined, the lounge should be coded 89 Departmental Administration and Support .

Question:
We have a room that fits two different room type categories. Which room type code should I use?

Answer:
Select the room type code that fits the primary or majority use. The comments area can be used to note that the room has two uses.

Example: The Department of Music has faculty offices which are also used as piano studios. If the primary use of the room is an office then it should be coded 330 Faculty Office. If the primary use is a piano studio then it should be coded 220 Open Laboratory.

Question:
What is the difference between a Conference Room 350 and a Meeting Room 680?

Answer:
A Conference Room 350 is used for meetings usually associated with nearby offices within a department. Whereas a Meeting Room 680 can be scheduled for organizations throughout the university or outside the university.

Question:
A visiting professor used a room during the fiscal year. How should this room be coded for Indirect Cost purposes?

Answer:
The key is how the professor was paid while using the room. If not paid by Washington University then the room should be coded 84, Other Institutional Activities If paid by Washington University then the room should be coded according to how the room was used. This should correlate with how the professor was paid or explained if different.

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